RFP, Duct Work at Group Homes with List of Homes, Final.pdf

The Arc Erie County NY, (hereinafter referred to as The Agency), a nonprofit organization in Williamsville, NY, is requesting proposals for HVAC Ductwork at our

Group Homes.

This project is tax exempt, non-prevailing wage.

Scope of Work

1. Please follow the ACR Standard.

2. The House Staff are aware of the RFP, so please make your own walkthrough appointments directly with house management using the attached list.

3. Work hours are limited to 9:00am to 2:00pm, Monday through Friday.

Request for Proposal Duct Cleaning Group Homes

Bids Due Friday, July 24, 2026

Important Dates

Release of RFP Wednesday, July 1, 2026 Bid Submission Due Friday, July 24, 2026

Please schedule site visits with the house managers as per the attached list of group homes.

The Agency will make every effort to adhere to this schedule. However, the Agency reserves the right to amend the schedule, as necessary, without notice, but will notify potential bidders of record when practical.

Bidder Requirements

1. Successful bidders must be able to provide documentation of any manufacturer’s certification, permits and/or licenses to operate within Erie County, New York.

2. Bidders must certify upon request that all employees are drug-free and have no past convictions for violent crimes, theft, or sexual assault. All personnel must commit to providing qualified and professional services.

3. Bidders must attest that they do not discriminate based on gender, race, sexual orientation or religion.

4. The successful bidder will be required to maintain insurance in the following amounts:

a. Workers’ Compensation (Employer’s Liability) $500,000 for each occurrence

b. Commercial General Liability

Combined Bodily Injury $1,000,000 per occurrence

And Property $2,000,000 in the aggregate

Contractual Liability $1,000,000 per occurrence

$2,000,000 in the aggregate

Products Liability $1,000,000 per occurrence

$2,000,000 in the aggregate

Completed Operations $1,000,000 per occurrence

$2,000,000 in the aggregate

c. Commercial Umbrella Liability $2,000,000 per occurrence

$2,000,000 in the aggregate

d. Automobile Liability Insurance (covering all vehicles owned, non-owned and hired, bodily injury and property damage combined single limit of not less than $1,000,000)

All certificates shall name NYSARC, INC., Erie County Chapter, dba The Arc Erie

County New York, 30 Wilson Rd., Williamsville, NY 14221 as an additional insured on a primary and non-contributory basis, with a waiver of subrogation, and shall provide that The Arc Erie County New York be given thirty (30) days’ notice of intent to cancel such coverage.

The successful bidder will agree to defend, indemnify and hold harmless the property owner and property manager and their agents for whom the work is performed, for any liability, loss, or other claim for damages for death, bodily injury or property damage arising out of performance of the work by the successful bidder or any agent, servant, employee, subcontractor or supplier of the successful bidder.

5. Successful bidder will provide Labor and Supervision. (The Agency has the right to request any staff be replaced.)

6. Invoices must be sent to The Agency electronically as a pdf document and outline detailed work completed and charges listed per project and per building address. Upon approval by The Agency, payment to the vendor will be set at net

30.

7. Either party may terminate the agreement in writing with thirty (30) days’ notice outlining the reason for termination.

CONTRACTOR CODE OF CONDUCT

The Arc Erie County New York values its staff, the Intellectually Disabled/Disabled population served as well as contractors that provide necessary services to the facilities.

Ethical Code & Principles The Arc Erie County New York has a zero-tolerance policy for wrongdoing, including criminal, inappropriate and discriminatory activities. To fulfill its commitment to protect those served, the Arc expects a standard of integrity and honesty from individuals it partners with.

Standards of Conduct When conducting business with the Arc, contractors are expected to:

• Provide quality services according to industry and professional standards.

• Behave lawfully and honestly in all dealings with the Arc staff and people served.

• Comply with applicable Federal, State and local regulations.

• Remain respectful and professional to all Arc staff and people served. Arc properties are places of residences, clinical treatment and specialized education and care.

• Not use profanity or otherwise offensive language while on Arc properties and/or in the presence of Program Participants.

• Not use mobile devices to record or take photographs of any Arc staff or people served.

• Provide accurate and reliable information to the Arc.

• Ensure claims for payment or reimbursement of any kind are truthful and accurately reflect that services rendered are supported by relevant documentation. Will ensure there is no duplicate billing, i.e., occurs when one provider bills twice for the same service, or when two providers bill for the same service.

• Immediately report concerns of disrespectful behavior by Arc staff toward contractor staff to the Director of Property Management or the Associate Director of Property Management.

• Remain identified while on the Arc properties by company clothing or identification badges.

• Use of tobacco (including vaping) products, is only allowed in designated areas.

AFFIRMATION STATEMENT

I have received and reviewed a copy of The Arc Erie County New York Contractor Code of Conduct. I understand, acknowledge, and accept the contents of this Contractor Code of Conduct, and I agree to adhere to and follow the principles set forth in this Contractor Code of Conduct.

CONTRACTOR’S REPRESENTATIVE ______________________ DATE: ________________

Respondent References

List three commercial references to which you have provided same type of services within the past two years.

Failure to complete and return this Attachment will cause your proposal to be rejected.

Reference 1

Name of Reference

Street Address

City State Zip Code

Contact Person Contact Title Contact Phone Number

Brief Description of Services Provided

Dates of Service

Reference 2

Name of Reference

Street Address

City State Zip Code

Contact Person Contact Title Contact Phone Number

Brief Description of Services Provided

Dates of Service

Reference 3

Name of Reference

Street Address

City State Zip Code

Contact Person Contact Title Contact Phone Number

Brief Description of Services Provided

Dates of Service

Bid Proposal

Please submit this sheet as your formal bid.

Please Note: All projects listed in this RFP bid sheet are considered stand alone or individual jobs and should be bid accordingly. Arc Erie County retains the right to award bids solely based on the bid matching the needs of the project. These awards may include all bids listed on a contractor’s bid proposal, only select individual project bids, or Arc Erie County may reject all bids listed. Sites bids may be awarded separately.

SITE TOTAL COST

6276 Boston Ridge Road, Orchard Park, NY $

111745 Broadway, Buffalo, NY $

20 Browning Drive, Hamburg, NY $

26 Campus Lane, Amherst, NY $

4348 Clark Street, Hamburg, NY $

10 Columbus Street, Cheektowaga, NY $

406 Colvin Avenue, Buffalo, NY $

86 Ebling Avenue $

1353 Kenmore Avenue, Kenmore, NY $

1757 Lakeview Road, Lakeview, NY $

31 Lancaster Avenue, Lancaster, NY $

4369 McKinley Parkway, Hamburg, NY $

80 Raintree Parkway, Tonawanda, NY $

8300 Sheridan Drive, Clarence, NY $

120 South Willow Street, East Aurora, NY $

33 Strasbourg Drive, Cheektowaga, NY $

31 Tennyson Avenue, Buffalo, NY $

4002 Walden Avenue, Lancaster, NY $

604 West Ferry Street, Buffalo, NY $

Company: ___________________________________________________________

Company Representative _______________________________________________

(please print)

Signature: _______________________________________ Date: ______________

Respondents should not construe from this legal notice that The Agency intends to enter into a fixed-price contract with the Respondent unless, in the opinion of The

Agency, it is in the best interest of The Agency. The Agency reserves the right to negotiate final contractual terms with the successful Respondent. The Respondent will provide services to the Agency as described in the Scope of Work.

Please email questions and your proposal to bids@arceriecounty.org by the deadlines outlined on page one. Please reference “Ductwork Group Homes” in the subject line.

Also, please note: No paper bids will be accepted. Only bids received via email will be accepted.

The Agency reserves the right to reject any or all proposals and will award the contract based on a review and analysis of the proposals that determines which proposal best meets the needs of The Agency. If the costs of all proposals are excessive, The Agency is not required to award a contract.

mailto:bids@arceriecounty.org

The Arc Erie County New York - Proposed IRA Duct Cleaning - (2026)

PROPERTY: TOWN / CITY: TYPE of HOUSE: TYPE of SYSTEM(s) & LOCATION: CONTACT:

1 6276 Boston Ridge Road Orchard Park 2 story walk-out 1 Furnace - In attic Lori Schaffer 716-648-0024

2 11745 Broadway Alden Ranch - Slab on grade 2 Furnaces - At each end of the house Ashley Moskal 716-937-6980

3 20 Browning Drive Hamburg Ranch - Slab on grade 1 Furnace - Mech. room Shartrece Lewis 716-649-3070

4 26 Campus Lane Amherst Ranch - Slab on grade 2 A/C Air handlers - Attic & garage Shianne Gaddis 716-839-2622

5 4348 Clark Street Hamburg 2 story, w/ full basement 1 Furnace - Bsmt & 1 A/C handler - Attic Ja'Nay Ware 716648-7334

6 10 Columbus Street Cheektowaga 2 story, w/ full basement 2 Furnaces - Basement Alexis Earl 716-897-1488

7 406 Colvin Avenue Buffalo 2 story, w/ full basement 2 Furnaces - Basement Heather Miller 716-874-4138

8 86 Ebling Avenue Tonawanda 2 story, split, w/ 3 levels 2 Furnaces - Bsmt & Garage Mary Solecki 716-831-9010

9 1353 Kenmore Avenue Kenmore 2 story, w/ full basement 2 Furnaces - Basement Sonya Oneal 716-871-3480

10 1757 Lakeview Road Lakeview Ranch - Slab on grade 1 Furnce - Mech room Dalisha Doughty 716-627-3246

11 31 Lancaster Avenue Lancaster 2 story - Comb. Duplex, w/bsmt 2 Furnaces - Basement Tony Robinson 716-681-7470

12 4369 McKinley Parkway Hamburg 2 story, w/ full basement 1 Furnace - Basement Braima Abdulai 716-646-0671

13 80 Raintree Parkway Tonawanda 2 story, w/ full basement 1 Furnace - Basement Darnell Murphy 716-695-1395

14 8300 Sheridan Drive Clarence Ranch - Slab on grade 1 Furnace - Mech. room Dai"Ara Baines 716-626-1052

15 120 South Willow Street East Aurora 2 story, w/ part basement 1 A/C Air handler - Attic LeeAnn Solis-Sanchez 716-687-1857

16 33 Strasbourg Drive Cheektowaga 2 story, w/ full basement 2 Furnaces - Basement Darnell Murphy 716-608-0790

17 31 Tennyson Avenue Buffalo 2 story, w/ part basement 1 Furnace & 1 Air handle - Both in attic Habeebah Salahuddin 716-874-6614

18 4002 Walden Avenue Lancaster Ranch - Slab & crawl space 3 Furnaces - Mech. room Tykeia Baker 716-684-9136

19 604 West Ferry Street Buffalo 3 story, with full basement 1 Furnace - Bsmt & 1 A/C handler - Attic Sha'Quita Williams 716-884-1980